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What to bear in mind before the summer

På svenska
Published 10 June 2024
Feets in a hammock. Mostphotos.

Summer, sun and annual leave! Read through the tips below, so that you will be able to wind down properly during your time off.

In good time before your annual leave

  • Annual leave: Apply for annual leave in good time before your holiday, in accordance with the procedure at your workplace. It is important to register the application for annual leave in Primula in good time, so that you receive the right salary payment and avoid a salary debt. Ask your manager or closest HR officer for the deadline to register your application in Primula. The application for annual leave and other types of leave is to be registered in Primula and granted/authorised by the manager before the leave is taken. Also, make it a habit to check your salary specification, to ensure everything is correct.

    Read more on the page about salary payments: Payment of salary | Staff Pages (lu.se).

     

    There is a different procedure regarding annual leave for teaching practitioners, which is according to the local agreement on working hours for teaching staff. Read more on the page about annual leave: Annual leave | Staff Pages (lu.se).

  • Outlays: Submit outstanding travel expense reports/outlays – Primula.
  • Health promotion reimbursement: Send in your receipts as you go along. Please note that the deadline for applications for health promotion reimbursement in Primula is now 30 November. Read more on the page about Health promotion reimbursement.
  • Register: Take the opportunity to register your documents before the summer holidays so that your colleagues can easily find them when you are away. Remember to include all case documents, cases should not be left empty of documents. W3D3
  • Confirm delivery of received orders and manage your invoices in Lupin/Proceedo before you go on holiday.

  • Delegate your authorisations in Lupin/Proceedo to a colleague for your period of annual leave so that deliveries can be acknowledged, and invoices paid without delay.

    See instructions: Delegate invoice management | Staff Pages (lu.se)
    Remember to tell your colleague about any invoices or deliveries expected during your holiday period and how they should be handled.

  • Review the access hours for the door entry system for your premises and adapt these for required access during the summer. 
  • Look though the alarm procedure instructions and the list of contact persons and adjust if required. 

  • Take the opportunity to update your profile, your research output and other information in LUCRIS/the Research Portal. Perhaps link your ORCID to your profile? Read more below.

The day before your go on holiday

  • Enter an out-of-office message in Outlook. State when you will be back and the person who is the contact during the period of leave.
    • Follow the instructions in the guide below, and both Outlook (email) and Teams will present an out-of-office message.
    • See guide for setting an out-of-office message for both Outlook and Teams: Out of office message | Support Centre
  • Enter a holiday notification for telephone.
  • Inform the switchboard (servicedesk [at] lu [dot] se (servicedesk[at]lu[dot]se)) about who callers can turn to in your absence, a colleague, for example. It makes it easier for the switchboard operators to provide the right connection.
  • Make sure nothing worth stealing is left visible in the office. Close any blinds if it is possible to see in.
  • Empty your bins, especially if they contain something that can start to smell. 
  • Take steps to care for any plants and empty the fridge in the lunchroom/kitchen.

During the summer

Send questions to the International Desk 

The International Desk will be open three days a week throughout the summer. The International Desk answers general questions about programmes and courses at the University, practical questions about student life, current activities and international opportunities. Specific questions on programmes and courses are to be addressed to the programme/department/faculty.

See the International Desk’s summer opening hours 

Keep your computer secure 

For security reasons, remember to also update computers and software during the summer.

Be careful with links in emails too – even if they appear to come from a colleague or manager. Check the sender carefully.
Remember to follow the IT security checklist for travel: Travel safety checklist 

Watch out for attempted fraud

During the summer there is an increased risk of attempted fraud. Therefore be particularly vigilant regarding unusual or urgent requests, especially those relating to payments, transfers or changes to payment details.

Always verify requests via a different channel – such as by phone or email – from the one through which the enquiry was received.

If there are changes to payment details for supplier invoices, you must always verify the details via a telephone or video call with a reliable contact at your supplier.

Read more about what to watch out for: Payment fraud  

If something happens, you can refer to the tips and support on the webpage In case of emergency.

The E22 between the Råby and Kronetorp interchanges will be closed from 2 to 5 August.

From the evening of Friday 2 August to the morning of Monday 5 August, the E22 will be closed between the Råby and Kronetorp interchanges in order to demolish two bridges over the E22.

This means that traffic will be diverted as follows:

  • For motorists going south towards Malmö: diversion from the Lund Norra interchange via Norra Ringen to the E6.
  • For motorists going south towards Staffanstorp: diversion from the Gastelyckan interchange via Dalby.
  • For motorists going north: diversion to the E6 via the Lomma interchange, road 103, road 108 to Norra Ringen.
  • For motorists going north to Staffanstorp: via road 11.
  • Road 108 between Staffanstorp and Värpinge will be open.
  • The south onramp on E22 at the Lund Södra interchange will be open.

Read more about the project and traffic during the construction period on the Swedish Transport Administration website: E22 Lund Södra interchange and road 108 Staffanstorp-Lund.

Tips for a good transition between work and holiday

Wind down. It’s worth remembering that mind and body need to wind down between work and holiday before resting is possible. Plan in a winding down period in your schedule at the end of the semester or the start of the holiday.

Prioritise. Plan and prioritise tasks before the holiday. What can wait, what needs to be done now?

Tie up loose ends. Don’t finish the semester leaving tasks unfinished. This can affect recovery negatively.

Get assistance. Your manager will help you if it is difficult to prioritise.

Ramp up. Plan for the first period after the holiday so that the return does not involve stress.

Every day. Holidays are an important factor for recovery, but not the only one. What is more important is to have a balance between activity and recovery – tension and relaxation – regularly every day. It needs to become a habit.

Small things matter. Recovery does not need to be time-consuming. Short breaks can make a big difference. A good rule is to take a short break when you switch tasks and take a walk between meetings.

Schedule recovery. Enter recovery in your calendar if you find it difficult to remember.

Individual. Think about what recovery is as far as you are concerned. What is it that charges your batteries and gives you rest and more energy?

Contrasts. What can bring recovery depends on the other extreme – if you have sat and concentrated, it is a good idea to take a walk and talk to a colleague. If you have been social and on the move a lot, a sofa and a good book offers recovery. Think about contrasts.

Recovery during the holiday. Bear in mind that contrasts between tension and relaxation are also important on holiday.

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LU News 11 | 2024
Last updated: 10 Jun 2024 | anna [dot] mansfeld [at] kommunikation [dot] lu [dot] se